Just a quick note to inform you that the Library board did not meet in November due to not meeting the quorum of members. The board met in December and meeting notes will be approved and posted in January. Thank you for your interest in your local library!
October 8, 2019 Minutes
Brittany noted that the library will be closed on November 7th so staff members can attend training. Brittany will publish the closure in advance by all available means.
The lighting around the building has been installed by Scheutz Companies and the new pole lights are on order and will be installed upon arrival.
Library Policies and Bylaws – Brittany expressed concern over verbiage in our current personnel manual and is going to research the issue further. Brittany will follow up with the policy/bylaws committee. Brittany noted that there is an HR service that helps libraries write personnel policies, and she is going to check further into that service. Brittany also suggested that the trustees consider paid holidays of OPL be the same as that of Olney City Hall. She is going to research it further and present information at the November meeting.
Brittany has also been reviewing other policies in the manual and will bring the trustees suggestions as she sees fit.
Minutes submitted by Crystal Trout
September 10, 2019 Minutes
Public Relations/Marketing Committee-No report
Technology Committee-No report
Planning Committee-No report
Herman Zuber made a motion to accept the bid from Scheutz to install six new LED lights around the outside of the library building for $2,625.00. Marie Riggs seconded the motion. Motion carried. Funds will be used from the Special Reserve Building fund to complete the project.
Dan Zuber made a motion to accept the bid from Scheutz to replace the heads of the current pole lights that line the library drive coming from Main Street for $2850.00 The new heads will have an auto shut off (dusk to dawn) feature. Herman Zuber seconded the motion. Motion carried. Funds will be used from the Special Reserve Building fund to complete the project.
Minutes submitted by Crystal Trout
August 13, 2019 Minutes
Absent – Board members absent: Marie Riggs, Chuck Roberts, Dan Zuber, Herman Zuber
Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper
Policy/Bylaws Committee-A presentation of recommended changes to the policy manual. Sarah Britton made a motion to accept the presented policy and procedure changes. Sheila Ritter seconded the motion. Motion Carried.
Building/Grounds Committee- No report
Public Relations/Marketing Committee-No report
Technology Committee-No report
Planning Committee-No report
Based on personnel committee urging for Brittany to continue her education (during the hiring process) Crystal Trout made a motion to reimburse Brittany up to $2500 for higher education tuition expenses for the 2019-2020 academic year. The motion was seconded by Sarah Britton. Motion passed.
New Policies Presentation – See committee reports above.
Memorandum of Understanding – There was a lengthy discussion regarding the revised memorandum of understanding (with changes by the Friends group). An issue of concern is that the MOA as presented states that it is not a legally binding document. Sheila Ritter made a motion to accept the MOA as presented by the Friends. Sarah Britton seconded the motion. 3 votes yes/1 vote no/1 abstain.
Brittany advised that all trustees need to complete 1 online training course about organizational management, preferably by the September meeting.
Sheila Ritter asked if OPL would be interested in partnering with the Visual Arts Children’s Committee of the Olney Arts Council on an illustrator presentation. OPL is interested.
Minutes submitted by Crystal Trout
July 9, 2019 Minutes
Present – Board members present included Charles Roberts, Charlotte Bruce, Crystal Trout, Sarah Britton, Julia Eichhorst, Marie Riggs, Sheila Ritter, Herman Zuber and Dan Zuber
Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper
Personnel Committee –No report
Policy/Bylaws Committee-The committee is going to meet in July at Brittany’s request to discuss policy issues. Charlotte presented the current collection plan (p14-15 of OPL policy manual) and no changes were needed.
Building/Grounds Committee- No report
Public Relations/Marketing Committee-No report
Technology Committee-No report
Planning Committee-No report
The Friends of the Library presented a revised version of the Memorandum of Understanding presented to them in October 2017 by the trustees. They made changes to the memorandum for review by the trustees. Parts of the revisions were not compliant with the wishes of the whole of the trustees. The memorandum will be taken up again at the August meeting of the trustees.
Brittany reported that OPL has received a $5000 grant from WalMart D.C. to help cover costs of programs and miscellaneous needs of the library. A motion was made by Julia Eichhorst to open the budget and add the $5000 grant line and that the money can be spent for general or miscellaneous library expenses. Charlotte Bruce seconded the motion. Motion carried.
A motion was presented to elect Sheila Ritter as Treasurer and Crystal Trout as Secretary by Crystal Trout. Motion was seconded by Herman Zuber and carried unanimously. A vote was held and Julia Eichhorst was elected President and Charlotte Bruce Vice-President by a 4-3 margin.
The list of suggested trustees will be given to the Mayor for his review.
Brittany will email the trustees statistics from the IPLAR. A hard copy can be made available upon request.
Minutes submitted by Crystal Trout
June 11, 2019 Minutes
Minutes submitted by Crystal Trout
I. Call to Order – Roll Call
The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Charles Roberts, May 14, 2019 at 5:30pm.
Present – Board members present included Charles Roberts, Marie Riggs, Crystal Trout, Sarah Britton, Julia Eichhorst, Sheila Ritter, and Herman Zuber
Absent – Charlotte Bruce and Dan Zuber
Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper
II. Recognition of Visitors and Public Comments
No visitors were present
III. Secretary’s Report and Approval of Previous Minutes
The minutes of the April 9, 2019 meeting were reviewed and two typographical errors were corrected. Sarah Britton made a motion to approve the minutes with corrections. Herman Zuber seconded the motion. Measure carried.
IV. Treasurer’s Report & Approval of Bills Payable
April 2019 Treasurer’s report was reviewed. Additional checks were presented for Citibusiness – $3890.73, Elsenpeter Productions – $400, Animal Tales, LLC – $272.50 and City of Olney – $38.36. Sheila Ritter made a motion to approve the report and payables. Sarah Britton seconded the motion. Motion carried.
V. Committee Reports
Finance Committee – Sheila Ritter presented a written report from the Finance Committee’s January 28 meeting. The 2019 budget was approved at a prior meeting and stands as approved for the new fiscal year.
Personnel Committee – The board was given a copy of the evaluation that was presented by the Personnel Committee to Director Bass on May 8. Bass reported that she was very pleased with the results and appreciated the feedback from the board.
Policy/Bylaws Committee- Committee met to review board terms limits. Their findings will be discussed in Old Business.
Building/Grounds Committee- Nothing to report at this time
Public Relations/Marketing Committee-The committee met on May 7th. A written report was submitted to the board including goals met and recommendations for the coming year.
Technology Committee-Nothing to report at this time
Planning Committee-Nothing to report at this time
VI. Friends of the Library
Friends of the library will meet on May 20, at 5pm at OPL. Chuck Roberts indicated that the trustees hope the Friends group will consider and discuss the agreement presented to them in 2017.
The book clubs continue to meet.
VII. Librarian’s Report
Brittany Bass presented a thorough written report to the trustees.
VIII. Correspondence/Communication/Public Relations – N/A
IX. Old Business
Trustee Term Limits – The policy and bylaws committee along with Brittany have researched policies regarding trustee term limits at other public libraries in Illinois, and they recommend that the board move forward with such a policy for the OPL trustees. Following discussion of presented written policies and impact, Sarah Britton made a motion that the Olney Public Library ask Anna Yackle of Heartland to compose a policy indicating that OPL trustees practice a term limit of two full three-year terms with one year off required before coming back onto the board, so that the trustees can discuss and vote on the policy at the June 2019 meeting. Sheila Ritter seconded the motion. Motion passed.
X. New Business
Revised Sign Bids-Brittany presented a revised bid from THam for an LED sign for the library. The bid amount was $24,532.05.
A motion was made by Sheila Ritter and seconded by Herman Zuber to approve the LED sign per the bid, to be installed on the west side of the OPL driveway, contingent on the $22,000 from the Friends of the Library, with the remainder of the expense to be taken from the building fund, and that Brittany begin filing sign permits with the City of Olney immediately. Motion passed unanimously.
XI. Executive Session – N/A
XII. Adjournment – Sarah Britton made a motion to adjourn. Julia Eichhorst seconded the motion. Meeting was adjourned at 6:37pm
Minutes submitted by Crystal Trout
